deltek insight 2016 contract management successful ... · leo a daly • 850 employees –2 brands,...

Deltek Insight 2016

Contract Management –

Successful Implementation

and Best Practices

Maria Schneider

Vision System Manager

Leo A Daly• 850 employees – 2 brands, one company

• Celebrating 100 year anniversary this year

• 34 offices

• Use CRM, Custom Proposals, Accounting, Billing, Project Planning, Resource Utilization, Time & Expense, Touch Time & Expense

• Deltek customer since 1999 (Advantage then into Vision)

• Member of Vision PUG/LFUG

• In-house customization of our system to meet our culture

• Currently on Vision 7.6

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Maria Schneider – who is she?

• 21 years with Leo A Daly

• Worked in Accounting for 16 years

• Vision System Manager for past 5 years

• Corporate Training for all things Vision

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Contract Management Project Purpose:

Streamline the Leo A Daly Company’s current process

The ability to track new business – current period

Complete insight to all pending contract information

Ability to track IDIQ/Master Service Agreement contracts

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Benefits of using this feature:

Manage contracts between owner and client

– It is not meant to track contracts with sub-consultants

Clarity in Contract Negotiation process

Accuracy of Contract Management

Ability to track New Business Contracted (NBC) by month or specific period of time

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Contract Management – Planning the Implementation

Stakeholders - Start talking to them now

Create a detailed implementation plan/presentation

– most stakeholders need a visual

Utilize Finance Employees for your testers

– helps with employee buy-in to the change

Create a formal training plan

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Prior to Implementation:

Updates to User Defined Revenue calculation

Security Roles changes

– Project Level security needed

Updated Custom Reports to include:

– Current month New Business Contracted

• taken from Contract Management

– Year to date New Business Contracted

Customized areas of Vision

– Challenged us in regards to capturing the data from Contract Management correctly

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Leo A Daly Contract Management Process: Implemented at the beginning of our Fiscal Year to have a clean cut over to the new process

Existing Compensation information was copied over to the Contract Management tab from Budget

and Revenue tab and noted as “History” in the period column

• (Refer to configuration setup to accomplish this)

New compensation amounts are entered into the Contract Management grid

– Assigned down to task* levels when applicable

• *Leo A Daly uses WBS1 and WBS2 structure in our projects - WBS2 is our TASK level

Contract numbers equal our project numbers

– A dash # is added for each new line to indicate a new compensation amount or change

Customized the Contract Status and Contract Type drop down lists to meet our culture

– allows us to track a compensation addition or change inside of Contract Management

• Status: Pending, Notice to proceed, Awarded & Signed, IDIQ-Awarded

• Type: Original, Additional Services, Modification, Task/Delivery Order, IDIQ

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Customized

Contract Status

and

Contract Type

drop downs

Configuration of Contract Management

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Configuration>System Settings>General tab

Synchronize Fees From Contract to ProjectChecking the Synchronize Fees From Contract to Project box allows

us to automatically populate the Budget and Revenue tab when the

“Include in Fees” box is checked inside of the Contract Management

grid in the Project Info Center, helping maintain accurate numbers.

The compensation fields on the Budget/Revenue tab are now

read-only.

Contract Management:

• Leo A Daly’s Process

• Security setting – Managing the issues

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Process: Project Manager

Read-Only access to Contract Management information within a customized view

– Contract Management tab is hidden

• (security issues forced us to create a work around – see our solution in a few slides)

Project Managers complete a “Kick-Off” form* to have compensation added/changed to projects

– Sends to Finance for data entry

• * Our 2017 Roadmap item – We creating an automated process to complete this task

• We do not allow Project Managers to enter compensation information

Finance inputs the data into Contract Management to ensure internal controls

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Project Manager View of Contract Management Information:

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Process: Finance Department

Corporate Finance owns the Contract Management tab at Leo A Daly

– All other security roles have the tab hidden from view

Created internal controls to:

– Manage the compensation data

– Audit Contract Management entries

– Exception reporting to manage proper period entry into grid

– Control entry deadlines for month-end closeout

Compensation data is entered by finance personnel into the Contract Management grids

Create global reports to distribute the compensation information to users without access to the tab

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Finance View of Contract Management:

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ID/IQ Contracts/Master Service Agreements

Explored the ability to utilize Contract Management to help us track IDIQ contracts

– Internal issues tracking the balance left in our IDIQ contracts

– A new project is created for each contract we win from the IDIQ contract

– How would we to do it?

• Create a top project for the IDIQ contract – use a negative compensation amount

• Assign a revenue method ‘N’ – no revenue generated

• Each new project that we win is a positive entry into the grid to reduce the amount remaining in our contract

• Reporting allows us to monitor IDIQ contract balances

– Deltek is creating a way to manage IDIQ Contracts and Master Service Agreements, so we did not implement this process

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ID/IQ Project Example

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Security Settings & Managing the issues with it:

Finance wanted read-only access for Operations, Project Managers, Team Leaders

Screen Design would not allow us to lock these security roles from editing the data on the Contract

Management tab.

Leo A Daly created a customized secondary view

Hid the Contract Management tab to those roles affected

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Security Issues: Due to the design of the tab, you are unable to set security for the Contract management popup.

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Leo A Daly’s Security Work-Around

Security settings appear to allow you to control the security within the contract management grid using

screen designer but it still allowed access to make edits

We experienced issues with the popup window when you hit insert in Contract Management

– The popup window doesn’t allow security changes

What we did:

– Created a grid on the Budget & Revenue tab to mimic the information in the Contract Management

grid for Project Managers view

– Did not duplicate the fees in the grid since the Budget & Revenue tab already display that information

– A nightly workflow populates the grid with any new information

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Leo A Daly’s Alternate View ofContract Management

Tracking Changes in Contract Management

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Using the Activity Grid with Contract Management:

Needed the ability to track changes to Contract Management

– Auditing

– Problem solving

Utilized the Activity Grid within the Project Info Center

– Ability to track all changes to the Contract Management information

– Date and Time stamp of each change

• Who made the change

• What was changed

Information in the grid assists in resolving any discrepancies, conflicts or training needed

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Activity Grid – Tracking Changes

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Activity Workflow configuration:

Training the Users

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Uniform Training:

All Finance personnel attended organized training webinars

– Trained how to enter data into the grids

• New fields caused confusion at first

– Promoted Data uniformity

– Clarified ownership of the data

– Timeliness of data input

– End of Month processes

Enhancements to Contract Management(Pretty please )

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Enhancements requests:

Ability to lock down the Period field to only have the current period as the selection choice

– Allows better data control for Current information only

– No prior month data being entered

Ability to default Period Field to the current period instead of “history”

Ability to block the Insert/Edit/Copy/Delete choices in the Contract Management Tab

– To restrict “view only” users from accessing the popup window

• then we can eliminate our “work-around” view

Better Workflow ability – Period logic

– (period not equal to current month)

Deltek’s Roadmap for Contract Management

Service Estimates and Fee Estimates are being redesigned

• A focus to Improve the Fee Estimates within the Opportunity Info Center

Creating a process that will populate the Contract Management grid from the

Opportunity Fee Estimate when you create a project from an opportunity

• Compensation will be pushed to lower levels of the project in the task grid

The ability to create Master Service Agreements

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Feedback

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Ed Zanaty @ Deltek wants to know:

What functionality do you think is needed in Contract Management that you didn’t see here today?

What is missing that is keeping you from implementing Contract Management at your firm?

Are you going to implement Contract Management at your firm this year?

– If not, why?

• *Contract Management is part of the Core package

Send Ed an email at edzanaty@deltek.com with your comments and/or enhancement requests.

Please submit a survey for this session via the

mobile app.

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Learn More

Get plugged in

• Join a user group (regional, virtual)

• Interact in Kona – Client Advisory Council

(CAC) and more! (VisionPSM@Deltek.com)

• Join the MVP program

Visit the Vision kiosks in the Expo Hall

Follow the Vision Blog @ http://bit.ly/Vision_Blog

Attend a live VPM, CRM, Resource Planning,

demo or sign up for an upcoming webinar at

Deltek.com

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Contact Information

Maria Schneider

MASchneider@leoadaly.com

Office: 402.390.4312